Understanding and changing the default permission settings inside OneClickApp
Overview
OneClickApp has advanced abilities related to its permission system, and the settings can be flexibly adjusted to meet a diverse set of different needs.
Background
OneClickApp has a very advanced and capable permission system that gives restaurant operators tight control over what content and access is granted to each employee in the restaurant based on role. We have a default set of rules preconfigured to support the general workflow and hierarchy of the typical restaurant. It leverages the diverse roles that can be given to employees so that the right information is given to the right person at the right time, respecting the privacy of leaders and employees, and enforcing appropriate workflows.
Because OneClickApp automatically syncs with your scheduling platform, every employee in the restaurant automatically receives a OneClickApp account as well. This account is usually accessed by logging in to OneClickApp with the same email that is registered in your scheduling platform, and then choosing a new password specific to the OneClick platform. (Always change your passwords folks!)
The standard team member account has limited access to the app, and that individual will gain more access in steps as they gain additional permission sets in the app. These permission sets correspond to the leadership roles in the restaurant; therefore, marking an individual with their current leadership role automatically gives them access to any new features they may need in their new role. The reverse is true when an employee leaves, is terminated, or move to a lower leadership role.
Granting permissions is itself, a permission that protects who has access. A director in the restaurant has full access to everything, which makes them a go-to for a particular change. The individual who set up the OneClickApp account usually has a director level access, at least to start. Though you could always go to the top who is definitely qualified to fulfill the request, we recommend finding the closest person to you who has access. This allows the overall workload to be distributed among all who have access.
Default Settings
The following table represents the default permission settings. Multiple columns in the middle represent the default roles or leadership positions configured. Each of these can be renamed, reordered, hidden, and additional permission roles can be added as well. Each row of the table represents a setting that can be configured.
A Service Account allows the restaurant to stay signed in without using the personal credentials of any of the leaders in the restaurant. Learn more about Service Accounts.
NOTE: These settings recently changed for service accounts. Learn more.
A simplified version of the table is displayed below, and the full table is available as a PDF and to view online. The full version includes setting categories and additional notes about the behavior of each item.
Updated Permission Table:
Changing the Settings
We on the support team can help you make many kinds of changes to your OneClickApp account.
In addition to other things, we can help you do the following in your account:
- Add, rename, or move permission roles (corresponds to changing columns in the table)
- Adjust who can access different areas of the app (corresponds to changing the checkmarks within a row)
- Provide information on best practices observed in other high-performing restaurants
Contact us at OneClickApp.com/support.
Additional Information
Original:
Video Script:
In this video, we'll cover what permission levels represent and how to assign them.
Note that the permission levels we are about to show are the defaults but we can help customize them for your store.
To assign a permission level, navigate to Team Members, find the person you want to update. For example, if Grace is a trainer but has been promoted to be a shift lead, locate her profile, select "Permissions" tab and adjust her role.
Permission levels are as follows:
Team Member: Basic level (view-only access), confirming employment at the store.
Trainer: Can do everything a team member can and access the training ratings and passports
Team Leader: Can do everything a trainer can and Manages shifts, set-ups, and send people on break.
Shift Leader: Can do everything a team leader and can edit personal details like emails, and use custom shifts.
Manager: Can do everything a Shift leader can and has full access to all the features.
Director: Can do everything a Manager can and has full access to all the features.
The difference between Manager and Director is Manager can edit where Directors can edit and delete.
To promote someone, simply click on their new role. The system auto-saves, so no need to manually confirm changes.
We recommend using the service account for the store’s iPads. The service account as view access only. To get higher level access, like Grace giving someone a rating. Click on the cowboy hat, enter the pin, and notice we are temporarily signed in as Grace. When you click on profile view, it displays Grace’s profile. Additionally, Grace is unable to adjust shifts as she is only a trainer and not a team lead.
If you're signed in with a director's account, you'll see all permissions available.
That’s how you manage and adjust permission levels effectively.